Administrative Assistant

Job Description

Job Description

Administrative Assistant - Event & Facilities Coordinator
Springfield, OH

Position Summary
Our client is seeking a highly organized and customer-focused Administrative Assistant to support scheduling, event coordination, and facility management activities. This position serves as a central point of contact for room reservations and event logistics, ensuring meetings, conferences, academic events, and special programs are planned and executed successfully.

The Administrative Assistant will coordinate room reservations, event setup requirements, audiovisual needs, catering requests, and post-event room restoration. This individual will work closely with multiple campus departments to ensure all event needs are communicated and supported efficiently.

Essential Duties and Responsibilities

• Manage and coordinate room reservations for meetings, conferences, classes, and special events.

• Schedule and confirm event spaces while maintaining an accurate reservation calendar.

• Coordinate room setup requirements, including seating arrangements, tables, staging, and other event needs.

• Work with audiovisual (AV) personnel to arrange equipment, technology support, and presentation requirements.

• Coordinate catering requests and communicate food service needs with dining services and event organizers.

• Serve as the primary liaison between event organizers and supporting departments.

• Collaborate with Facilities, Dining Services, Information Technology, Campus Safety, Housekeeping, and other departments to ensure successful event execution.

• Communicate event details, schedules, and changes to all stakeholders.

• Conduct pre-event planning meetings to ensure all logistical requirements are addressed.

• Monitor event readiness and assist with problem resolution as needed.

• Coordinate post-event room inspections and ensure spaces are returned to standard configuration.

• Maintain event records, schedules, and operational reports.

• Provide exceptional customer service to faculty, staff, students, and external guests.

• Assist with administrative projects and other duties as assigned.

Qualifications
Required

• High school diploma or equivalent.

• Minimum of 2 years of administrative, scheduling, event coordination, hospitality, or customer service experience.

• Strong organizational and time-management skills.

• Excellent written and verbal communication abilities.

• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, and Teams).

• Ability to manage multiple priorities and deadlines simultaneously.

• Strong attention to detail and problem-solving skills.

Preferred

• Associate's or Bachelor's degree.

• Experience in higher education, hospitality, event planning, conference services, or facility scheduling.

• Experience using scheduling, reservation, or event management software.

Knowledge, Skills, and Abilities

• Ability to coordinate multiple events and activities simultaneously.

• Strong interpersonal skills with the ability to work effectively across departments.

• Demonstrated ability to build positive working relationships with faculty, staff, students, and vendors.

• Ability to anticipate event needs and proactively resolve issues.

• Strong customer service orientation and professional demeanor.

• Ability to maintain confidentiality and handle sensitive information appropriately.

Physical Requirements

• Ability to move throughout campus facilities.

• Occasional lifting of materials up to 25 pounds.

• Ability to assist with event setup verification and room inspections.

Work Environment
This position operates in a professional office environment with frequent interaction across departments. Occasional early morning, evening, or special event support may be required to ensure successful campus events and activities.

Job Type: Long Term Temp
Department: Event & Facility Services
Location: Springfield, Oh

Pay Details: $21.00 to $25.00 per hour

Benefit offerings available for our associates include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and a 401K plan. Our benefit offerings provide employees the flexibility to choose the type of coverage that meets their individual needs. In addition, our associates may be eligible for paid leave including Paid Sick Leave or any other paid leave required by Federal, State, or local law, as well as Holiday pay where applicable.

Equal Opportunity Employer/Veterans/Disabled

Military connected talent encouraged to apply

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The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:

• The California Fair Chance Act
• Los Angeles City Fair Chance Ordinance
• Los Angeles County Fair Chance Ordinance for Employers
• San Francisco Fair Chance Ordinance

Massachusetts Candidates Only: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.